Administrative Coordinator

Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date: Ongoing At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career. Job Summary The Administrative Coordinator is responsible for the administrative and operational support of the Central Administration Office within the Department of Paediatrics, in the UBC Faculty of Medicine. This position also provides administrative support for Education leadership and assists with academic events in the Department. The incumbent must use knowledge, discretion, tact, and judgment when dealing with faculty, staff and trainees’ requests and concerns. All information conveyed to stakeholders must be in accordance with Faculty and departmental policies and procedures. The main functions include office coordination and logistical support within the academic administration office, coordination of leadership recruitments, supporting Department leadership, processing expense reimbursements, facilitating logistics for academic sessions, preparing call schedules, and attending to the numerous day‑to‑day administrative details. Tasks include coordinating office meetings, recruitment logistical bookings, purchasing supplies, disseminating office communications and informing applicable parties. Other tasks include supporting academic sessions and events and logistical support for Education leadership. This position will provide timely and accurate data and information for management to make strategic and operational decisions. The position plays a key role in ensuring the smooth running of the UBC Pediatrics Central Administration Office at BC Children’s Hospital. Organizational Status The incumbent reports directly to the Senior Director, Administration and to the Program Manager, Education for education deliverables. The incumbent works with the Division Heads, Central Office staff, Education Leadership and the Senior Manager Education. The administrative office of UBC Department of Paediatrics is located at BC Children’s Hospital in Vancouver and residents are educated at Paediatric sites throughout the province. The Department is one of the largest and most complex within the Faculty of Medicine. The Department has distributed training sites across the Province. The Department also has 20 Pediatric Subspecialty Divisions, Undergraduate Paediatric Core Year 3 clinical clerkship and the Year 4 Elective program. Work Performed Office Co‑ordination and Administration Act as the first point of contact in the academic administration office, receiving visitors, answering phones and directing individuals as appropriate. Respond to specific and general (both oral and written) inquiries from staff, students, faculty, and the general public. Handle, secure, distribute, and file general and confidential materials and correspondences. Receive and distribute mail and courier packages. Disseminate information and deadlines widely to all applicable parties. Maintain office supplies, order appropriate items, liaise with photocopier technicians. Initiate work orders for key requests, furniture/equipment moves, facilities repair, security ID cards, door lock changes for all academic offices of the Department. Co‑ordinate equipment renewals with vendors and PHSA IT service in relation to computer equipment and photocopiers. Perform other related duties to support the office as required. Support to Department Leadership Maintain the Senior Director’s appointment schedule and time commitments, resolving time conflicts as required. Act as backup to the Department Head assistant during absences. Draft letters and correspondences as required. Curriculum and Education Support Provide logistical support and assist with requests for information, distributing communications and schedules to faculty. Arrange logistics for Department events and academic sessions, including room booking and catering support. Support new faculty with pagers, badges, Vocera, mailboxes, lockers, IDs & passwords, and course information. Respond to general enquiries and disseminate accordingly. Distribute communication with rotations regarding resident schedules as needed. Maintain and track trainees’ rotation schedules as needed. Assist with trainees’ OSCE, STACER, and other exams. Assist with on‑site event support for resident activities or education events. Provide support for specialized and unique educational pilots and projects. Track and input quarterly annual the formal scheduled teaching by faculty to the TTPS online payments system. Schedule Education meetings and prepare meeting materials. Assist Education leadership with correspondence and other administrative tasks. Assist with distribution and collection of Divisions’ Accreditation related documents for surveys and reviews. Process Education invoices and expense reimbursements, ensuring proper completion of expense forms. Schedule semi‑annual academic room bookings for academic sessions (Simulation and courses), send reminders to speakers prior to sessions. Scan and archive trainees’ and program records. Leadership Recruitment Co‑ordination Coordinate and schedule appointments, meetings, including preparing agenda for the recruit and appropriate groups to meet with. Make arrangements for travel and accommodation for the candidate site visits by contacting travel agencies, confirming reservations and establishing an itinerary. Liaise with Room Bookings and A/V support to arrange video‑conferencing, catering company, and other departments to disseminate posters/email announcements. Schedule meetings and book meeting rooms and other space on request. Set up and clean up premises after meetings or events, ensuring poster board setup, arriving early to ensure proper setup of facilities, performing on‑site troubleshooting as needed. Prepare, distribute, and collate materials and information relating to candidate evaluations. Prepare, distribute, and collate agendas and minutes for meetings as needed. Prepare financial documents such as travel requisitions and requisitions for payment using an online payment system for the recruitment visitors. Consequence of Error/Judgement This position requires effective organizational planning and communication skills to provide coordination and logistical support for the Pediatrics Central Administration Office and support academic activities within the Department. Errors could adversely affect the Department, faculty and education programs. Adherence to UBC and PHSA confidentiality guidelines is mandatory. Failure to represent the Department in a professional way would diminish the credibility of the Department and education programs. Supervision Received The Administrative Coordinator reports to the Senior Director, Administration and to the Program Manager, Education on education operational issues. This position also works closely with the Senior Manager Education. Supervision Given The Administrative Coordinator will supervise casual/student employees. Minimum Qualifications High School graduation, plus one year of post‑secondary education, plus four years of related experience, or an equivalent combination of education and experience. Willingness to respect diverse perspectives, including perspectives in conflict with one’s own. Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion. Preferred Qualifications An undergraduate degree is desirable with a minimum of two years’ administrative experience, preferably within a clinical education setting. Or 4 years related experience, or the equivalent combination of education and experience. A combination of education, training and experience in administration. Familiarity with an acute hospital setting would be an asset. Good oral and written communication skills. Ability to work well independently and within a team. Computer experience in word processing, database maintenance, and graphic presentations. Ability to approach issues with maturity, sensitivity and discretion. Ability to apply high ethical standards to all interactions with, and among, staff, residents, patients, and volunteers. Ability to integrate educational technology within the program. All positions in the Department of Pediatrics at BC Children’s Hospital require a Criminal Record Check (CRC). A pre‑employment CRC is required as part of the recruitment process and any offer of employment is contingent pending positive results of the CRC. #J-18808-Ljbffr